University of California – Santa Cruz Looking for Executive Assistant to Associate Vice Chancellor & Chief Human Resources Officer at Scotts Valley, CA  Full Time

NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

INITIAL REVIEW DATE (IRD)

UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 02-06-2023

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It’s known as an unconventional place where innovation and experimentation is part of the campus’s DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Staff Human Resources (SHR) is dedicated to building a strong and healthy university by propelling the university mission, engaging and developing people, empowering our campus partners, building trust and teamwork and providing excellent Human Resource services.

SHR is responsible for providing leadership to the campus and Staff Human resources (SHR), in the areas of Benefits, Business Administration, Compensation/Classification, Employee & Labor Relations, HR Business systems, Learning & Development, Talent Acquisition and Operations. Employee & Labor Relations serves as a professional resource to managers, supervisors and employees for work related issues, serves as a liaison to campus labor unions, and represents the campus in employment matters.

More information can be found here: https://shr.ucsc.edu/policy/index.html

JOB SUMMARY

The Associate Vice Chancellor and Chief Human Resource Officer (AVC/CHRO), is responsible for providing leadership to the campus and Staff Human resources (SHR), in the areas of Benefits, Business Administration, Compensation/Classification, Employee & Labor Relations, HR Business systems, Learning & Development, Talent Acquisition and Timekeeping and Payroll. Under general direction of the AVC/CHRO, the incumbent is responsible for providing analytical support, coordinating activities and acting as a liaison on behalf of the AVC/CHRO. This includes providing direct executive level support in a wide variety of administrative and analytical areas and coordinating the workflow for the AVC/CHRO. This position requires a comprehensive understanding of the organization and the campus to ensure administrative processes and office operations run smoothly.

APPOINTMENT INFORMATION

Salary Information: Salary Range: $67,400 – $78,000/annually. Salary commensurate with skills, qualifications and experience.

Under California law, the University of California, Santa Cruz is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary above the posted range. The salary shown above is the budgeted range the University reasonably expects to pay.

No. of Positions: 1

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: This is a Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 007384 EXEC AST 3

Travel: Up to 25% of the time

JOB DUTIES

90% Executive Support and Administrative Operations for the Executive’s Office:

• Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings. Manage the calendar, prioritize and coordinate incoming requests for meetings. Oversee travel and meeting arrangements.
• Research, analyze and compile necessary back-up documents and provide detailed materials to support the AVC/CHRO to prepare for meetings, reports, inquiries, agendas and presentations.
• Keep abreast of upcoming deadlines and inform AVC/CHRO on deadlines and pending issues.
• Draft and prepare responses for the AVC/CHRO.
• Serve on and/or organize ad hoc committees on a broad range of issues, and provide project management for committees or work groups under the purview of the AVC/CHRO.
• Participate in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
• Make high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy, and investigate issues and problems of a confidential nature.
• Occasional travel for meetings and to conduct business at various UCSC campus locations i.e., Main Campus, Scotts Valley Campus & Silicon Valley Campus, and possibly other locations nearby, necessary to conduct business.
• Undertake driving duties using personal car to include picking up office purchases, catering and making deliveries or other administrative needs on and off campus.

10% Operational Support for Staff Human Resources:

• Manage the day-to-day operations of the AVC/CHRO office, ensure efficient and effective organization, and foster a positive, high performance, collaborative environment. Anticipate, identify and resolve potential administrative and operational problems.
• Oversee and facilitate the flow of information between the AVC/CHRO and other campus offices, and external agencies on a variety of issues, including confidential matters. Ensure timely internal consultation and communications about operational matters and administrative policies and procedures.
• Supervise student workers.

REQUIRED QUALIFICATIONS

• Bachelor’s degree in related area and / or equivalent experience and / or training
• Familiarity with or willingness to learn the University’s processes, protocols and procedures.
• Ability to successfully manage competing priorities and multitask with demanding timeframes.
• Thorough knowledge of computer application programs, such as Microsoft Office, and Google Workspace.
• Solid analytical and problem-solving skills to sufficiently identify needs, conduct research and develop proposals, and provide support to the Leadership Team as directed.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Strong service orientation.
• Ability to lead or collaborate with others to plan events and programs.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Ability to manage and complete projects effectively.
• Solid interpersonal skills with the ability to communicate and influence effectively with all levels of the organization and external constituents.
• Excellent verbal communication skills with the ability to present information in a clear and concise manner. Demonstrates experience effectively conveying information verbally.
• Excellent written communication skills, with demonstrated experience preparing a wide range of written materials.

PREFERRED QUALIFICATIONS

• Project management experience
• Experience in developing, recommending and implementing new business processes, administrative structures and initiatives
• Experience in a Human Resources environment.
• Intermediate to advanced knowledge of common organization-specific computer applications, such as Google Workspace
• Ability to approach highly time sensitive or stressful circumstances with calmness, keen discernment and critical thinking.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Must possess a valid license to drive in the state of California.
• Will be required to work all scheduled hours on-site.
• Must be able to work at a computer for long periods of time with or without accommodations.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• Must be able to work occasional evenings and weekends.
• Selected candidate will be required to complete training within established timeframes as directed, including UC compliance training.
• Occasional travel for meetings and to conduct business at various UCSC campus locations ie. Main Campus, Scotts Valley Campus & Silicon Valley Campus and possibly other locations nearby as necessary to conduct business.
• The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

HOW TO APPLY

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to ‘My Activities’. Visit our How to Apply tutorial for detailed instructions on our applicant process.

EEO/AA

The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.